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Executive Assistant
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Job Introduction

***You must be authorized to work in the United States to be considered for this role.

The Executive Assistant will provide a high-level of administrative assistance to different Executives, each on a one-to-one basis, acting as first point of contact and liaising extensively with internal and external stakeholders globally.

This role is responsible for assisting Executives by managing calendars, emails, booking travel, processing expenses, supporting and co-ordinating with wider teams to ensure efficient team administrative management and communication. 

This role is ideal for someone with the ability to proactively manage multiple projects simultaneously and establish collaborative relationships at all levels across the organization.

Role Responsibility

  • Manage and organize events and meetings, including the booking of venues, travel and accommodation, to ensure effective use of the Executives’ time
  • Provides a comprehensive calendar management service for the Executives, including:
    • Managing and scheduling of key calendar appointments
    • Coordinating schedule with meeting attendee/s and sending invites as far in advance as possible, and being adept working multiple time zones  
    • Booking the conference rooms or external locations if necessary
    • Setting up the most appropriate means of telecommunications (video or voice conferencing) for a given meeting
    • Identifying and arranging necessary travel and transportation
    • Ordering any hospitality/food in advance
    • Ensuring smooth flow of the Executive’s meeting calendar on a daily basis by making sure the Executive is aware of meeting times and locations in advance. 
    • Ensuring the Executive is notified when meetings are running long and conflicting with other appointments, notifying meeting attendees know if any delays, and proactively identifying and resolving conflicts
  • Prepare and submit invoices, raise purchase orders and process expenses

Scope & Impact

  • Attending project meetings as requested, notetaking and preparing materials, and other project work as needed.
  • Create and maintain efficient and effective filing system, ensuring all documentation catalogued and organized using internal systems.
  • Provide comprehensive administrative and operational assistance to team using discretion to identify and resolve first line issues, referring to supervisor/manager for assistance as necessary
  • Assess the range and volume of work to be undertaken for the day or days ahead and plan to ensure work is completed to time and to an appropriate standard

Relationships

  • Frequently liaise with senior level internal and external contacts, screening and prioritizing all forms of incoming communications, dealing with routine issues and coordinating more complex responses ensuring these are delivered in a timely and effective manner.
  • Organize key team meetings including coordination and distribution of agendas, supporting documents, production and distribution of minutes, and follow-up on outstanding actions

The Ideal Candidate

Behaviors

  • Ability to prioritize own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines are met
  • Ability to research, gather, analyse, collate and present information as required
  • Ability to use own initiative with minimal supervision and deal with routine queries as they arise, escalating to others as necessary
  • Ability to develop strong working relationships with stakeholders at all levels of the organization and externally.
  • Self-starter with an entrepreneurial mind-set and determined, positive approach to achieve success while remaining calm in a high pressure environment
  • Significant tact and integrity, to manage the sensitive nature of information that the role will involve. 
  • Reliable and enthusiastic with proven ability to work in a team environment
  • Great sense of humor
  • Familiarity with BBC content or British television in general preferred

Knowledge & Skills

  • Effective communication skills
  • Excellent interpersonal skills - able to work across global cultures, diverse teams, and multiple time zones; able to give and receive feedback
  • Adaptable and resourceful.
  • An understanding of and interest in the entertainment landscape; keen interest in exploring trends within that space   
  • Excellent organization, diary management and planning skills. Must be able to handle multiple and often conflicting requests calmly and effectively regularly reprioritizing own and Executive’s workload to ensure business objectives are achieved.
  • High attention to detail and significant practical experience of gathering, reviewing and collating complex and confidential information.

Professional Experience

  • 1-3 years administrative assistance at the Executive level in a fast-paced environment in the media & entertainment industry
  • Proficient computer skills with strong experience of Office software packages, including but not limited to:
    • Word
    • Excel
    • PowerPoint
    • Outlook

Benefits and Perks:

  • 100% Employer-Paid Medical and Dental Insurance (PPO plans)
  • Generous Paid Time Off
  • Flexible, Hybrid Working Arrangements
  • Work/life balance
  • Free Retirement Consulting to All Employees
  • Pet Insurance
  • Commuter Benefits
  • Gym Reimbursement
  • Bagel Mondays, Thirsty Thursdays, and more!
  • The anticipated annual base salary for this position is $55k to $75k. This range does not include benefits that an individual may be eligible for. The actual base salary offered depends on the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and geographic location in which the applicant lives and/or from which they will be performing the job.
Job ID 40258506080 Date posted 22/11/2022 Location New York, New York, United States
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